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Finance Committee Meeting Minutes – Wednesday, September 14, 2022

For your consideration, please read the minutes from the Finance Committee Meeting held on Wednesday, September 14, 2022 at 3:00 p.m. in the Commission Meeting Room.

Finance Minutes 9-14-22 with Attachments

To read the minutes, please open or download the pdf from the link above, or you may see more below.

Brunswick-Glynn Joint Water & Sewer Commission

1703 Gloucester Street, Brunswick, GA 31520

Commission Meeting Room

Wednesday, September 14, 2022 at 3:00 PM 

FINANCE COMMITTEE MINUTES

MEMBERS PRESENT:         

Bob Duncan, Committee Chairman

Charles Cook, Commissioner

Tripp Stephens, Commissioner

Andrew Burroughs, Executive Director

ALSO PRESENT:             

Ben Turnipseed, Commission Chairman                   

LaDonnah Roberts, Executive Deputy Director

David Owens, Director of Finance

Frances Wilson, Accounting Manager

Janice Meridith, Executive Commission Administrator

Committee Chairman Duncan called the meeting to order at 3:00 PM. 

PUBLIC COMMENT PERIOD

Chairman Duncan opened the Public Comment Period.

There being no citizens that wished to address the Committee, Committee Chairman Duncan closed the Public Comment Period.

APPROVAL

  1. Minutes from the August 17, 2022 Finance Committee Meeting

Commissioner Stephens made a motion seconded by Commissioner Cook to approve the minutes from the August 17, 2022 Finance Committee Meeting.  Motion carried 3-0-0. 

  1. Contract Award – As-Needed Electrical Services – A. Burroughs

Mr. Burroughs provided that JWSC has a consistent need for electrical maintenance to occur at water pollution control facilities, pump stations, and water production facilities. Some jobs require significant time commitment that prevents our skilled staff from performing other needed tasks.  Being able to devote one key staff member to these jobs and provide skilled outside labor to assist with these larger jobs will be beneficial for the overall maintenance needs of the organization.  A recent example was a failure with our SCADA system and rather than devoting three key JWSC staff members for the repair, JAM made those repairs.  The hourly charges were questioned and are $195 per hour with a 2 hour minimum per call.  Mr. Burroughs noted that this work exceeds what typical maintenance and small jobs that we do in-house.  The budgets might not be completely expended during the fiscal year, but actual expenditures will not exceed the approved amounts as budgeted per division.

Commissioner Cook made a motion seconded by Commissioner Stephens to move that the Finance Committee recommend the full Commission authorize not-to-exceed budgets to JAM Electric Co., Inc. for as-needed labor only electrical services in the amount of $60,000.00.  Motion carried 3-0-0.

  1. Contract Award – FY2023 Long-Term Water Quality Monitoring – A. Burroughs

Mr. Burroughs stated that JWSC is required by NPDES permit to maintain a watershed protection plan (WPP) for each of the JWSC-operated water pollution control facilities (WPCF).  The plans require both dry and wet weather sampling at multiple upstream and downstream locations throughout the watershed that each plant discharges into.  The plans require quarterly dry and wet weather sampling plus additional metals and bacterial sampling.  Samples are taken from 7 locations in the Academy Creek watershed, 3 locations in the Dunbar Creek watershed, and 2 locations in the South Port watershed.  The cost for each WPCF is:  Academy Creek $43,500, Dunbar Creek $14,678, and South Port $14,348 for a total cost of $72,526. Mr. Burroughs added that a long-term relationship has been had between Integrated Science and JWSC including years before JWSC was formed.

Commissioner Cook made a motion seconded by Commissioner Stephens to move that the Finance Committee recommend that the full Commission approve a contract award to Integrated Science & Engineering for the Fiscal Year 2023 Watershed Protection Plans in the amount of $72,526.00.  Motion carried 3-0-0.

  1. HVAC Replacement Academy Creek Warehouse – A. Burroughs

Mr. Burroughs advised that as part of the FY2023 Capital Projects Plan, funds were budgeted to make improvements to JWSC facilities.  Improvements are to be made to the Academy Creek warehouse, the Harrington warehouse, and the Administration Building through several small contracts.  The warehouse at Academy Creek includes large concrete bays where materials are stored and an open area where Purchasing staff members have desks to complete administrative tasks.  This structure does not have adequate temperature control for staff, which is especially prevalent in the summer and winter months.  Staff obtained quotes (as provided on bid tab) from three providers to install two 5-ton units on the structure to correct this issue.  The sizing of the units is in line with architectural designs completed by Goodwyn Mills Cawood as part of the Academy Creek WPCF Rehab project.

Commissioner Cook made a motion seconded by Commissioner Stephens to move that the Finance Committee recommend the full Commission approve a contract award to Hall Heating and Air, Inc. in the amount of $23,186 for HVAC installation at the Academy Creek Warehouse and approve a contract award to Charlton Electric for electrical improvements necessary to facilitate HVAC installation in the amount of $5,200.  Motion carried 3-0-0.

  1. Low-Income Household Water Assistance Program Agreement Renewal – D. Owens

Mr. Owens recalled that JWSC had previously entered into an agreement to participate in the Low-Income Household Water Assistance Program (LIHWAP) with the Georgia Department of Human Services, Division of Family and Children Services and local Community Action Agencies.  The current contract expires on September 30, 2022, and contains a clause for an optional, not automatic, renewal for an additional one-year term.  Mr. Owens provided that 736 JWSC customers have received a total of $320,899.56 in assistance, which averages to about $436.00 each household.

Commissioner Cook made a motion seconded by Commissioner Stephens to move that the Brunswick-Glynn Joint Water and Sewer Finance Committee recommend that the full Commission approve the Low-Income Household Water Assistance Program Agreement with the Georgia Department of Human Services.  Motion carried 3-0-0.

  1. Change Order No. 1 – Arco Water & Sewer Improvements Project – A. Burroughs

Mr. Burroughs advised that this item was deferred by the Facilities Committee until the next meeting.

Commissioner Stephens made a motion seconded by Commissioner Cook to move to defer item #6 to the next scheduled Finance Committee Meeting.  Motion carried 3-0-0. 

DISCUSSION

  1. Employee Retention Bonus – A. Burroughs

After a general discussion on retention bonuses at last month’s meeting, Mr. Burroughs had further conversation and research on this subject.  He gave a brief presentation giving an example of methodology that could be used for calculations.  The Committee recommended looking more at the methodology for calculations, refine the math, and further discussion will be had at the next meeting.  The pension plan funding was very briefly noted in this conversation and will also be discussed in more detail.

  1. Financial Statement Month End August 31, 2022 – F. Wilson

Mrs. Wilson presented the financial statement for the month ending August 31, 2022.  She recalled for the Committee that the annual financial audit is in process and there are still adjustments to be made, encumbrances, and other items affecting the final numbers for the end of the fiscal year reporting. She reviewed the Balance Sheet with the Committee.  The Prepaid Expense, Fixed Assets, and Unearned Revenue accounts were noted, and details on the Summary of Revenues and Summary of Expenses were highlighted.  Mrs. Wilson briefly reviewed line items on the Cash Balances and the Project Report, as well as providing an update on Investments. The audit will be completed by October 15th and the Commissioners will have an opportunity to review and discuss with the auditors prior to the full Commission meeting.  The audit will be presented to the Commission on October 20th, 2022 for approval to forward to the City and County for their review and recommendations.

Committee Chairman Duncan suggested that as a good reminder for the Board of Commissioners if Mr. Owens would prepare a waterfall chart on bond indebtedness indicating: 1.) Where are we now, and 2.) How are we progressing?

Committee Chairman Duncan asked if there were any other items to discuss.

There being no further business, Chairman Duncan adjourned the meeting at 3:49 p.m.

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Brunswick - Glynn Joint Water & Sewer Commission - 1703 Gloucester Street Brunswick, GA 31520 - 912-261-7100